Staff Report #2 – Commission Meeting Protocols

Staff Report #2

October 30, 2024

To All Commissioners

Re: Commission Meeting Protocols

Recommendation

That the Commission APPROVE the Commission Meeting Protocols as set out in Enclosure I to be effective beginning with the November 27, 2024 meeting.

Background

The Commission has traditionally followed a Code of Conduct, which outlines the roles, responsibilities and conduct expectations for members of the Commission. Procedures and protocols relating to the manner in which meeting agendas are established and meetings are conducted have, for the most part followed the by-law established by Municipal Council as it relates to Council and Committee meetings but has never been formally adopted by the Commission.

In order to ensure consistent procedures with respect to the establishment of agendas and the manner in which meetings are conducted, a Commission Meeting Protocol has been created based largely on the municipal council by-law covering the same topic (see Enclosure I). This will provide a reference document for the Commission Secretary to refer to and can also be shared with the public noting it contains specifics regarding timelines for agenda distribution, seeking delegation status, etc. The table of contents of the Protocol document is set out below for reference purposes.

  1. Definitions
  2. General
  3. Schedule of Meetings
  4. Notice of Meetings
  5. Meetings
  6. Commission Agenda
  7. Commencement of Commission Meetings
  8. Disclosures of Pecuniary Interest
  9. Rules of Debate and Conduct at Meetings
  10. Questions of Privilege/Points of Order
  11. Motions – Order – Putting Motions
  12. Voting
  13. Reconsideration – Commission
  14. Delegations
  15. Commission – In Closed Session
  16. Communications – Petitions
  17. Public at Commission Meetings
  18. Enquiries
  19. Advisory Committee Reports
  20. Emergent Business
  21. Unfinished Business

Once the Commission has approved this Protocol, it will be posted on the Corporate website for public access.

Enclosure

I – London Transit Commission Meeting Protocols

Recommended by:

Caroline Roy, Commission Secretary

Concurred in by:

Kelly S. Paleczny, General Manager